Google Docs began as a service from Google © that provided collaborative work space using free on-line word processing and spreadsheet software, along with storage capability of documents. It quickly expanded to increased capabilities for collaboration using both the original free-ware and a variety of available commercial software as well, including Microsoft Office © suite and others. The real power of Google Docs, however, came from the ability for multiple users to read, review, and revise documents in various forms with access to the documents anywhere, anytime when on-line. This reduced the need for discs, thumb drives, emailing files or any other storage device and further enabled users from all sectors to increasingly flatten the access to information. I have used it in several courses during my current degree pursuit when working with others on group projects.
Google Docs became a part of Google Drive© in April 2012. Drive has increased the amount of available software, free storage, and includes other tools as well. Additionally, Google Docs on Google Drive offers cloud synchronization with computing devices, off-line editing, and file sharing. Drive currently offers 10GB of free cloud storage, with additional storage available for a fairly nominal cost.
The capabilities offered by this service, free for the basic system, are powerful examples of Friedman’s (2005/2007) definition of flattening. They exemplify in practice #s 1 & 2 of the world-flattening forces, the New Ages of Connectivity and Creativity, utilize #3 Work Flow Software, while also supporting/facilitating his remaining 7 especially #4 Uploading, and is the epitome of #10 Steroids: Digital, Mobile, Versatile, and Virtual.
While I use this service in my personal and education life, there are some challenges in my professional life based on security classifications. Understanding this, we are working the Google and others on methods and services we might adopt to take advantage of the powerful tools available in Docs and Drive to significantly improve collaboration and by extension both effectiveness and efficiency without sacrificing security.
Will 
Will,
I have heard of Google Docs but only as I began my application and initial account setup for this program.
From your description, I can see how it does support Friedman’s concepts of flattening. The ability to share and collaborate without bogging down e-mails or sending files on disks or thumb drives sounds perfect.
I can see the benefits of having this service when working on school projects, especially since my teammates will be located all over the U.S. But like you, in my office we have security issues and limited to no access to the Cloud or any other collaborative systems.
What I would give to be able to work real time on the numerous unit, command, and service level policies, guidances, and programmatic documents I review or write. For example, I have a team of four review a set of new course text files. We are each reviewing our own copies of the files and using the Track Change functions to note our comments and changes. Once we are all done, I will have to merge all four versions of each file (up to 20 files times 4) to create a master response.
I am now wishing we had Google Docs. I will definitely get that for school and maybe some day break the security walls down at work.
Nice review and thanks for the information.
Marc
Will,
I know many of my peers use Google docs for their jobs in teaching and also in their personal lives. I did not realize just how simple it is to use Google docs until reading your post. That makes me sound rather naive! When you have used Google docs for your classes how easy was it to share the work between your peers? Are there any downfalls to using Google docs over a zip drive? What are the potential risks of saving your documents on the web rather than on a personal computer or zip drive?
Amazingly easy to use…first time was in our initial project during the introductory course when we had the collaborative presentation requirement. Of course, know none of my colleagues but we coordinated our work and then posted on Docs as the means to quickly update and post.That was my first experience with Docs, although I have been Gmail and Google user for years. That said, there are potential security issues, but thus far nothing compared to the issues we all find within our own closed systems. Yesterday coincidentally, Docs was down for a couple of hours due to some server issue, but no loss of information according to Wired.com…
Had the unique opportunity to spend a couple of days on the Google campus a few years ago and was blown away by the open collaboration and teamwork among the developers and staff. Been striving ever since to bring that same philosophy into my work…
I will definitely try to incorporate Google docs into my professional life! It sounds as though it is user-friendly and effective! Thanks for the reply!
Will,
Google Docs is an amazing tool when an individual has to work on a project with others from afar. I found it to be a valuable tool in this program when several classmates have to develop and edit a document.
Google Docs provides immediate feedback to students and it is a great tracking device. Several of my English teachers at the secondary level use it with their students when providing on-going feedback on essays. Its quick and accessible anywhere. In a world in which individuals do not physically see their instructors, classmates, or colleagues on a daily basis, Google Docs can be the bridge in communication.
You bring up a great point about security. My husband, who is an FBI agent specializing in cybersecurity, has tangled with Google on several occasions relating to security of users. The company prides itself in protecting the privacy of individuals yet is not as forthcoming when customers become victims of identity theft.
Good points! To me, the big plus for Google Docs is that there is no question as to which “version” I am reviewing or editing. I co-teach a graduate course with two colleagues, and we organize all of our course documents via Google Docs. Also, as WordPress does not let you attach files, it is easy to upload a file into Google Docs and then link to it from WordPress. All the documents in our class website (http://wp.vcu.edu/grad602) are housed in shared folders in Google Drive.
As you note, security can be an issue…so for classified or proprietary material, other options may still be preferable. I remember the “early” days of the internet when email was first being used at the Pentagon, and I shutter to think how many officers did not realize that sending an email did not mean that it was secure! I served on the Military Electronic Communication Board as the four services, the CIA/DIA/NSA/White House all tried to figure out how to keep the genie in the bottle!
That struggle continues-people forget or are unaware that email may be electronic “soft copy” of a document, but it lives forever on a server somewhere! Interesting the Google Docs went down yesterday for several hours according to Wired. That said, I am a big fan of the app and its utility especially for collaboration. We are going to figure out how to incorporate it into our processes-will go a long way to improving our efficiency and effectiveness, and likely save a lot of money as we eliminate the need for redundant desktops for everybody. We’re striving for total wireless as well!
There are some incredible free tools out there to create and maintain information within Drive for a large number of users. Check out gclassfolders.com for an example of the free tools that are available to use with Google Drive.
Comment
To: Will
From: NotSocrates
Although I have never used Google Docs, I can certainly see its value. In fact, I am sure by the end of this program, I will have used it quite a bit.
As I have moved up the organization, it seems I do less and less work where I myself do the writing. Therefore, the application would often be limited. But, if I think a bit outside the box, this tool would allow me to gauge how the work of others is going and whether we are on a right path. To compete for business we write a large number of proposals. I am often spread thin and often cannot make every meeting on important proposals. However, if we use Google Docs, I could more easily gauge progress and add key points as I look at the document. These suggestions can then be incorporated into the document much easier, and in real time. This will be one tool I will look at.
I am very concerned about the security. With so much proprietary information in the things we would use Google Docs for, it presents some real dangers. Google Docs can be used not just to manipulate and collaborate but to store documents. Nonetheless, it seems to me that it makes no sense for my organization to store many of its documents on Google Docs. As you pointed out Will, Google Docs main best usage is probably as a collaboration tool. If we use it, it will be used only around particular projects.
My district moved to Google Docs and the beginning of the second semester and are two weeks away from making a full transition to the cloud. As of May 24, all document servers in our 21 attendance centers will be removed and obviously no longer maintained due to Google. With the inception of Drive, students, faculty, staff, and administration will be required to save all work in Drive. That is the beauty. With Google Drive you are able to store any file type in the cloud. With roughly 400,000,000 people relying on Google Drive, there is a sense of security on the front that documents will not be lost. In fact nearly 84% of document loss in Drive is due to human error.
This transition has also provided the platform that we have needed to be able to teach students about digital citizenship and creating a positive digital footprint. With these tools instead of simply talking about being safe online we can now teach kids how to properly set privacy settings in order to be safe yet take full advantage of the power of the web.